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Added 4 mins ago
Research Assistant/Technician 3
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The Royal

Executive Assistant

Ottawa, ON, Canada

Pay: $38.62 to $44.77 CAD / hour
Job type: Full-time
Apply by: Oct 23, 2026
Experience: Minimum of 5 years of progressive administrative experience supporting senior executives, preferably in a healthcare or public sector environment
Posting language: English
Posted: Sep 23, 2026

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Applications open in a new tab.

Original job description

Make an impact behind the scenes of healthcare leadership. As an Executive Assistant, you will provide high-level support to senior leaders by managing complex schedules, coordinating key communications, preparing executive documentation, and supporting departmental operations. You'll also contribute to budget tracking, record management, and strategic project coordination, helping ensure organizational priorities are achieved in a fast-paced, collaborative healthcare environment.

Key Responsibilities

Executive and Operational Support

Coordinates executive calendars and meetings, including agendas, materials, minutes, and follow-up on action items.
Manages internal and external communications, correspondence, and inquiries with professionalism and discretion.
Prepares presentations, reports, briefing notes, and documents with accuracy and consistency.
Maintains filing and bring-forward systems to ensure the timely delivery of information and administrative support.

Records and Data Management

Maintains accurate and confidential administrative, legal, financial, and HR records.
Processes bi-weekly timecards and maintains leave records and documentation.
Maintains current and historical files, including policies, procedures, and performance reviews, ensuring records remain accurate and up to date.

Confidentiality and Compliance

Manages sensitive patient, family, and staff matters with the highest level of confidentiality and discretion.
Identifies opportunities to streamline workflows and improve administrative, communication, and document processes with leadership.
Ensures compliance with privacy, risk management, and document retention requirements.

Financial and Budgetary Administration

Supports the preparation and monitoring of annual operating and salary budgets.
Audits payroll and leave reports, escalating discrepancies as required.

Project Coordination Support

Tracks project timelines, deliverables, and action items for executive-led initiatives.
Liaise with stakeholders to support project execution and alignment
Flag delays or risks to leadership.

Qualifications

Post-secondary education in Business or Office Administration, Office Management, or a related field required.
Minimum of 5 years of progressive administrative experience supporting senior executives, preferably in a healthcare or public sector environment
Typing speed – minimum of 60 words per minute with high accuracy.
Strong knowledge of administrative practices, office procedures, and records management.
Advanced proficiency in Windows-based applications, including Outlook and the Microsoft Office Suite (Word, PowerPoint, Excel).
Advanced proficiency with electronic records systems, document management software (e.g., SharePoint, Adobe Acrobat), and virtual collaboration platforms (e.g., MS Teams, Zoom).
Strong planning, prioritization, and time management skills to coordinate multiple activities, meet deadlines, and perform effectively under pressure.
Excellent interpersonal and communication skills (verbal and written), with a strong command of professional business vocabulary.
High attention to detail, sound decision-making, and strong problem-solving and analytical abilities, especially in high-pressure situations.
Demonstrated ability to handle confidential and sensitive information with discretion.
Skilled in preparing clear, concise, and accurate documentation.
Proven ability to work independently, manage multiple responsibilities, and adapt to frequent interruptions.
Capable of coordinating and managing small administrative projects.
Familiarity with payroll processes, budget tracking, and HR documentation.

At The Royal, we are committed to supporting your health, well-being, and financial security at every stage of your career through a comprehensive total rewards package that may include:

HOOPP, one of Canada's leading defined benefit pension plans, helping you build long-term financial security with a predictable lifetime retirement income and valuable employer contributions.

Competitive health and dental benefits through Medavie Blue Cross (MBC), supporting you and your family's health and wellness needs;

Life insurance and disability coverage through Manulife, including short-term and long-term disability benefits where applicable, providing added peace of mind;

Employee and Family Assistance Program (EFAP) through Telus Health, offering confidential counselling, wellness resources, and support services for you and your eligible family members (excludes casual staff).

Together, these benefits reflect our commitment to helping you thrive personally and professionally - today, tomorrow, and throughout your career at The Royal

Apply About employer

More about this job

Responsibilities

Provide senior leaders with executive and operational support by managing calendars, meetings, communications, documentation, and administrative records. Support budget and payroll administration, maintain confidential records, and coordinate project timelines, deliverables, and stakeholder follow-up.

Requirements

Requires post-secondary education in business or office administration, office management, or a related field, plus at least five years of progressive administrative experience supporting senior executives. Candidates need strong records-management, communication, planning, and confidentiality skills; advanced proficiency with Microsoft Office and electronic records and collaboration tools; and familiarity with payroll, budget tracking, and HR documentation.

Skills

Executive Calendar Management
Meeting Coordination
Professional Communication
Document Preparation
Records Management
Confidentiality
Privacy Compliance
Budget Tracking
Payroll Auditing
Project Coordination
Planning And Prioritization
Time Management
Microsoft Office
SharePoint
Adobe Acrobat
Microsoft Teams

Benefits

Defined Benefit Pension Plan
Health Insurance
Dental Insurance
Life Insurance
Short-Term Disability Coverage
Long-Term Disability Coverage
Employee And Family Assistance Program

Visa sponsorship

Not detected in the job text

Keywords

Healthcare
Executive Support
Office Administration
Calendar Management
Meeting Coordination
Agendas
Meeting Minutes
Executive Communications
Presentations
Reports
Records Management
Document Management
Confidentiality
Privacy Compliance
Document Retention
Budget Tracking
Operating Budgets
Salary Budgets
Payroll
Timecards
Leave Records
Project Coordination
Microsoft Outlook
Microsoft Word
Microsoft PowerPoint
Microsoft Excel
SharePoint
Adobe Acrobat
Microsoft Teams
Zoom

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